Shipment Check In

As of today, shipment should be checked in using regular check in. Previously, it has been standard practice to check in shipment using exempt check in. This change in practice is to remain consistent with Policy 16.6-1, Volunteer Use of Horizon, which does not allow volunteers access to exempt check in status because it could affect the fines/fees posted to a borrower's account. Since many branches use volunteers for shipment check in, this practice is being updated.


rev. 5/2018

Circulation Procedures When Horizon is Down

Here's a summary of circulation procedures for those times when Horizon is down.

What are the policies to CHECK OUT materials when Horizon is down?

• Customers must have their library card to check out materials. No other form of ID is required.
• 5 item limit
• No renewals
• Do NOT check out any non-circulating items.

What about HOLDS?

• No new holds can be placed by customers or staff until Horizon is up.
• No holds can be filled so you do not need to run a holds list during the down time.
• Check out holds already on the holds shelf using the above check out standards.
• If a hold has expired, leave it on the shelf until we come back up.
• When we come back up, check each item on the holds shelf to see if it has expired and treat it accordingly.

Can I issue new LIBRARY CARDS during this downtime?

Continue to accept library card applications during the downtime. However, no new or replacement library cards can actually be issued during this time.* Save the completed applications in a file at the branch and input them into Horizon when we come back up. Please do not send any of these accumulated applications to Central for input. 

Do I have to CHECK OUT items using paper and pencil?

If Horizon is down for an extended period of time, it’s easier to scan the borrower’s library card number and item barcodes into a Word or Excel document than hand writing them. Then when Horizon comes back up, you can copy and paste the information into Horizon quicker and avoid problems with data entry errors and poor handwriting. Please follow the instructions at: FCPL On The Horizon: Word

Can I CHECK IN materials while we are down?

No, do NOT check in any materials until you are told by Tech Support that it is okay to begin using Horizon. No returned materials will be checked in during this time.

If I can’t CHECK IN materials, what should I do with them?

• Date your book trucks as they are filled so you know which ones to check in first when we come back up.
• Store the materials away from public view since you cannot allow another customer to check out a returned item they might spot behind the counter.

When can I start using Horizon for CHECK OUT and CHECK IN?

Do not begin using Horizon until your branch has been contacted by Tech Support.

What if material becomes overdue while it’s waiting to be checked in?

When we begin using Horizon, all materials should be checked in as “Exempt Fines” for a number of days. This should give us a safe margin of error and ensure our customers are not negatively impacted.

Can we continue to accept interlibrary loan requests (ILLs)?

No. We cannot add any ILLs to Horizon while it is down.

Can I accept payment of fines during the downtime?

No. We cannot accept payment of any fines. We will not be able to look at the customer’s record to calculate the total fine. Neither will we be able to clear it from their record. The online payment system will also be down because it requires the customer to enter their library card barcode.

Will notices go out while we are down?

No notices will be sent out (mail, email or phone) during the days we are down.

What do we do with the shipments we receive during the downtime?

You will not be able to check in any of these items so simply store them until we come back up.

When we come back up, does it matter if we do CKOs or CKIs first? 

YES...do all your CKOs FIRST. Then process your CKIs. If you fail to process items in that order, you risk the chance of checking out an item after the customer has already returned it. 


rev. 5/2018

Duplicate Key Row 'lc_call' Error Message

If you are trying to check in a book and get the following error message regarding a "duplicate key row in object 'lc_call', contact Tech Support. Send them the item barcode and the customer's borrower ID and/or barcode. There is no way for you to remove the item from the customer's account from your end. Tech Support has to work with System to remove it.

When Hold is Missing from the Hold Shelf

Sometimes, the customer's hold cannot be located anywhere in the branch - even though it shows it was checked into the hold shelf. If this is the case, follow these steps to reinstate the customer's hold in the queue so they receive the next available copy. 

• Make sure the item has a status of "hold shelf" and is not misfiled and/or in the back room.


• If you still cannot find it, then CKO the item to your branch’s library card account for problem items.*


• Select Yes at “Do you want to check it out to: "your library's problem account"


• Select Yes at “Renew this borrower’s request?”


• The borrower will be reinserted back into the hold queue to receive the next available copy.**


• Check in the item using Damaged Mode. This will prevent the missing item from filling any more holds.


• Click Edit Item and change the status from "dmg" to "trace".

*Many branches have one or more library cards they use to handle problem items, phone holds, etc. If you do not have this type of card, create a new borrower as ‘BRANCH NAME’ PROBLEM BOOKS (i.e. FRESNO CIRCULATION PROBLEM BOOKS). Use day created for the birth date.

**If for some reason they fall to the bottom of the holds queue, contact the Jurisdiction System Administrator to request the customer's hold be reinsterted into the queue in the correct position. 


rev. 5/2015

Print a Check In Receipt

Some customers would like to have a receipt for the items they are returning. This applies to all locations whether you use self check or not. We will always print a check in receipt for them if they make this request.

In Horizon

In the CKI window, click the Clear button so no items are showing.

Check in all of the requested items.

Press F11 to print the receipt.

**As of 2/2018, Horizon CKI receipts may not have the customer's name on them.  This is due to a bug in Horizon 7.5.127 which may crash Horizon when pressing F11 for a receipt.  When we upgrade to a newer version of Horizon this bug should hopefully be fixed.  This does not affect Self Check (CircIt) check in receipts.


In Self Check

Change the screen to Check In.

Place the items on the pad and/or wand them in as appropriate.

Click Done. A receipt will print automatically.

rev. 2/2018

Place Manual Block for Damaged Items

Horizon will not automatically place a block on the borrower’s account - even if you use the CKI - Damaged Mode to check it in. You need to manually place the block of their record if that information is still available.

> Check in the item using the CKI – Damaged Mode.
> Open the borrower’s account (if known).
> Select Blocks – Add Fee – Damage. Enter the amount of the fee and any comments regarding the item and/or charges.

rev. 1/2018

When CKI Does Not Trigger the Next Hold

There's a possibility that checking in an item with numerous holds might not trigger the next hold. Here's when that could happen and what to do about it.

• Amy puts a hold on the latest best selling Harry Potter book, along with 450 other people.
• She finally arrives at the top of the queue and Location A sends the title to Location B for pickup.
• However, between the time it leaves Location A and arrives at Location B (status=transit request), Amy goes to Barnes & Noble and buys her own copy of Twilight, then thoughtfully cancels her request.
• Location B checks in the item. Since Amy's request no longer exists, Horizon sends that item back to the owning location (status=transit) - regardless of how many requests are still on that title. This is a wasted trip in the shipment and a delay for the next patron in the queue.

Here's 2 possible workarounds:  if you notice this has happened:

• Check out the item to your branch's account. A screen appears asking if you want to check it out to your account even though it's requested by someone else. Click Yes. Then, check it in again. This should trigger the next hold.
• Or you could change locations to the owning location. Check in the item. That should resolve the 'in transit' status completely. Check the item in again and that should trigger the next hold. 

rev. 1/2018

"Always Put In List" Option for CKI

It is helpful to be able to see the title of each item as it is checked in. Sometimes the option that allows this to happen gets "turned off" by another staff person. Here's how to get it back.

• Select the appropriate CKI mode (i.e. damaged, inhouse, book drop, etc.).
• On the menu bar go to CKI and click on “Always Put In List”. A checkmark will appear next to the option to let you know it is “turned on”.
• Make sure the cursor is in the Barcode field. Check in each item in the shipment. All titles should show up on the screen now.

rev. 1/2018